08.02.2024

Керівник(-ця) закупівельного та юридичного відділу / Legal and Procurement Manager

ЗАВЕРШЕНО

Mission description

Based in Kyiv, the position is under the direct responsibility of the Transversal Functions Coordinator (TFC) of the Shared Support Unit (SSU) and in collaboration with the legal affairs department of the Headquarters in Paris.

In collaboration with the TFC:

He/she will be in charge of the implementation and monitoring/ control of legal and procurement procedures in the office in Ukraine, in compliance with the applicable regulations and Expertise France’s internal rules on public contracts and subsidies;
He/she will manage a team of around 5 people and will support the skill development of the team members;
He/she is responsible for disseminating, sharing and ensuring compliance with internal regulations and good practice in the award and performance of contracts. It provides ongoing training for teams in public procurement and subsidy procedures, in conjunction with and/or in support of the legal affairs department;
He/she acts as a focal point to the legal affairs department of the Headquarters in Paris.

Missions

The principal missions assigned to the Legal and procurement Manager will be (not limitative):

Team management

Manage the legal and procurement team as a whole: recruitment, organises teamwork, appraisal and setting objectives, integration and training of new team members, skill’s development, etc.
In collaboration with the TFC of the SSU, support the decentralisation strategy of the Agency

Implementation of SSU’s legal and procurement services activities

Advise and support the project teams for execution of contracts, In compliance with internal contracting processes
Supervise the contracting processes and procedures, implementing the management systems and controls required
In collaboration with project teams, support the development of contracting plans for each project and oversee their updating,
Receive, check and process requisitions and purchase orders
Oversee the monitoring and progress of requests
Support the teams in developing tender documents and monitoring proper execution of contracting processes and procedures, in particular works contracts:

o Ensuring compliance with the specific rules applicable to works contracts, etc.

o Approving procurement/grant applications and related contracts

o Ensuring the proper coordination of control circuits in conjunction with the legal affairs department of HQ

o Supervising exchanges and responding to tenderers within the required deadlines,

o Supervising the drafting of analysis grids and conclusions

o Ensuring that evaluation committees are properly run, in accordance with internal rules and legal affairs department practice

Overseeing the implementation of procedures, ensuring compliance with applicable rules

In collaboration with project teams, monitor the implementation of the contracts is complying properly with the conditions and terms of the contract (deliverables, respect of the time schedule, payment instalments, etc.)
Set up grant management tools in conjunction with the administrative and finance service,
Train beneficiaries of grant agreements in EF and donor rules if necessary
Participate in audits of beneficiaries of grant agreements on legal aspects and procurement, and ensure that the results of these audits are satisfactory

As a subsidiary function of the legal affairs department, to carry out controls of the procedures (a priori and a posteriori) for awarding contracts for the implementation of the SSU, in particular purchase and subsidy contracts, in accordance with the control plans drawn up in conjunction with the head office departments.

Supervising office supplies in conjunction with the purchasing teams

Centralise equipment purchases and having them validated by the budget holders before being sent to the dedicated department at head office
Capitalise on price and supplier lists, as well as the documentation in use (import-export, exemptions, taxes, etc.)
Analyse the purchasing environment at national level
Supervise the consolidation of purchasing forecasts and ensuring that purchasing files are properly compiled
Supervise the selection of suppliers, negotiating prices, lead times and delivery terms
Monitor relations with suppliers in conjunction with the buyers

Coordination and dissemination of legal information and good practice

In collaboration with the Legal Affairs Department, share knowledge and good practice in the areas of procurement, grants and the organisation of contractualisation activities
Contribute to the legal training plan provided in-house by the legal affairs department and coordinating its implementation
Take charge of the continuous improvement process within its remit, in particular by helping to update templates, activity tables and, more generally, the services offered by the SSU’s legal and procurement service.

Capitalisation / Reporting / Representation

Develop and implement internal tools to ensure compliance with contractual conditions, particularly in terms of deadlines and deliverables
Remind service providers and the project’s operational team of milestones, deadlines and deliverables in order to ensure compliance with the terms of the contract
In collaboration with the SSU’s TFC manager, prepare monthly reports on contracting/ purchasing activities
Participate in legal affairs department projects as and when required
Ensure that files are properly archived in accordance with internal procedures

Project or context description

Ukraine has become one of Expertise France’s countries of intervention. The agency implements national and regional projects and works on a wide range of issues (health, local governance, support for innovation and entrepreneurship, etc.).

Required profile

Qualifications

Higher education (minimum Master’s level) in law, specialising in business law and/or contract law and/or construction law and/or public procurement (or equivalent experience)

Specific professional experience

At least 5 years’ experience in a similar position
Previous professional experience in international cooperation
Strong expertise in public procurement rules
Experience in grants management
Team management skills
Experience with donors and financial reporting required
Knowledge of Expertise France procedures is an asset

General skills

Knowledge of international donor rules (EU and others)
Strong problem solving skills
Good knowledge of the rules applicable to public works projects
Ability to work in a multicultural environment
Strong capacity for autonomy, independence of mind and impartiality (commitment to ethical practice)
Strong capacity for work, rigour and organisation
Proficiency with Microsoft Office — Excel in particular
Excellent interpersonal and teamwork skills
Excellent analytical and report-writing skills
Fluent in spoken and written English; French would be a plus